Privacy notices - Viva Engage

Viva Engage is an employee experience platform that helps to connect staff across The Highland Council. Through an online community, spark engagement with leadership and build personal networks.    

It will also help reduce silo working, create a one-team environment and ease the isolation of working from home.   

What information do we collect about you? 

• Name 

• Work role 

• Work telephone number 

• Work email address 

• Viva Engage community/feed posts 

• Microsoft Viva (including apps) are built on existing infrastructure and depending on the platform, inherit compliance features and settings from Microsoft Teams, Exchange Online, SharePoint Online, Azure and Viva.  In addition, all Viva modules are built on the Microsoft Graph API 

• Gain insight into how people in the organisation use Viva Engage.  Reports and APIs make information available to admins, and group insights and seen counts are available for community managers, group admins and members. 

When using the social features of Viva Engage other users in your network may see some of your activity. 

To create an account, you will be asked to enter your name and work email address (you may be automatically logged on using your existing Office 365 account). 

Viva Engage will be monitored for any abusive language used by way of “keyword” detection.  This will reported to the Corporate Communications Team in the first instance before reporting to relevant Line Managers and Human Resources (where appropriate). 

The Council will monitor the use of Viva Engage and the content of messages.  Staff must be aware that their use of Viva Engage is covered by the Council Acceptable Use and Viva Engage usage policies. 

In addition, Office 365 administrators within the Council have access to private content posted however, this will only be accessed where there is a reason to do so in accordance with existing and related policies and standards. 

We are collecting and using your information for the performance of your employment contract in relation to compliance with the Viva Engage Usage Policy.  

We will not be able to provide you access to the Viva Engage platform. 

Article 6(1)(b) - processing your data is necessary for the performance of a contract with the council.

• View personal data
• Change personal data
• Delete personal data
• Restrict processing of personal data

Find out more about your rights

In line with relevant legal obligations and or data sharing agreements, we may need to share information with other organisations, such as: 

Microsoft for: 

the purposes of updating, securing, or troubleshooting (including interaction and diagnostic data).   Your data will be securely stored on Microsoft servers based in the US.

personalising your experience and making recommendations. 

controlling privacy related settings for Viva Engage 

Inheriting compliance features and settings from Microsoft Teams, Exchange Online, SharePoint Online, Azure and Viva. 

When you leave the Council and your Council log-in is deleted, Viva Engage messages will remain as showing as posted from you.

Your data is not subject to automated processing. 

Your data will be stored on Microsoft servers based in the US. 

The data controller is The Highland Council. 

Data Protection Officer
Highland Council Headquarters
Glenurquhart Road
Inverness
IV3 5NX
01463 702029   

dpo@highland.gov.uk